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Student organization travel includes travel to an off-campus event where MIT resources, financial or otherwise, subsidize or support the cost of representing a recognized student organization. It can also include support for attending an event that furthers the mission or purpose of a recognized student organization.
Travel Policies
- Recognized student organizations traveling on behalf of MIT must consult with SOLE prior to any travel and follow all MIT policies, including those outlined in the Mind and Hand Book.
- Failure to register your trip with SOLE could result in loss of group privileges and/or reimbursements for group travel.
- Trips within 25 miles of the greater Cambridge/Boston area and/or inside of the Interstate 95 Corridor (within the Boston and surrounding area) do not need to be reported.
Car Travel
- Drivers must have a valid driver’s license and proof of comprehensive automobile insurance.
- Drivers must comply with all traffic and safety laws.
- In case of a car accident:
- Contact the Dean on Call and local authorities as needed.
- Review the MIT Office of Insurance coverage policies.
- For car rentals:
- Complete the Car Rental Form 5 working days prior to departure.
- Renting 12-passenger vans and/or moving trucks for student organization travel is prohibited.
Domestic Travel
Domestic travel is defined as any student organization travel that is more than 25 miles from the greater Cambridge/Boston area and/or inside of the Interstate 95 Corridor (within the Boston and surrounding area).
Deadlines
- Trip leaders must submit the Domestic Travel Form at least 10 working days prior to departure.
Policies
- Trip leaders must have a list of all trip participants traveling with them, as well as all driver names, phone numbers, and any other car occupants.
- Trip leaders must have a general trip itinerary while traveling.
- Trip leaders must have contact information for the Dean on Call and MIT Police while traveling.
International Travel
Deadlines
- Trip leaders must submit an International Travel Form at least 2 months prior to the trip departure date.
- Trip leaders must meet with SOLE at least 1 month prior to the trip departure date.
- Trip leaders must ensure each trip participant registers via the MIT Travel Registry. SOLE will work with the trip leaders to determine an appropriate deadline.
- Trip leaders must ensure all trip participants review the International Travel Risk Policy and Steps for Safe Travel prior to trip departure.
Policies
- Trip leaders must have a list of all trip participants while traveling.
- Trip leaders must have a general trip itinerary while traveling.
- Trip leaders must have contact information for the Dean on Call and MIT Police while traveling.
- Trip leaders must have contact information for authorities local to the trip location while traveling.
- Trip leaders must have access to the International Travel Risk Policy and Steps for Safe Travel while traveling.
Paying for Travel
- Payment for Hotels, Airfare, and Rental Cars: Student organizations are encouraged to use the SOLE travel credit card to book and pay for hotels, airfare, and rental cars. To gain access to this card, contact SOLE. Additionally, students may pay for travel and be reimbursed following the completion of the trip.
- Payment for Conference Registrations: To pay for conference registrations students should use the RFP payment system that can be found on the Atlas portal.
- Travel Reimbursement: To be reimbursed for costs related to student organization travels, submit a travel report in Concur. Travel report submissions must be completed by the individual being reimbursed. Upload all receipts, invoices, and boarding passes in your travel report. Ensure your travel report submissions are approved by the group’s financial signatory.
- For MIT Travelers: Complete the Travel Signatory Authorization Form and upload it in your travel report.
- For Non-MIT Travelers: Complete the Travel Voucher Form and upload it in your travel report.